WAI
Step-by-Step Setup 15-20 minutes

Workflow AI Setup

AI & Advanced Advanced
Need more detail? Read the full guide for config deep-dives and best practices.

Set Up Workflow AI

Workflow AI brings GPT-powered intelligence directly into your automations. Generate personalized content, detect sentiment, build entire workflows from natural language, and let AI draft emails on the fly. This guide walks you through configuring your first AI-powered workflow.

Prerequisites

Before you begin, confirm the following:

  • An active sub-account with workflow creation permissions
  • Access to Automation > Workflows in your sub-account
  • Familiarity with basic workflow concepts (triggers, actions, branching)
  • Custom fields created if you plan to store AI-generated output

No special setup or API keys are required. Workflow AI features are built directly into the platform and do not consume AI credits.

Build Your First Workflow with AI

Use the AI Workflow Builder to generate a complete automation from a single prompt.

  1. Navigate to Automation > Workflows in your sub-account
  2. Click the Build using AI button at the top of the workflows list
  3. In the prompt box, describe what you want the workflow to do. Be specific about:
    • The trigger event (e.g., “when a new contact is created”)
    • The actions to take (e.g., “send a welcome email”)
    • Timing and conditions (e.g., “wait two days, then send a follow-up SMS if they have not booked”)
  4. Click Build Workflow and wait a few seconds for the AI to generate the automation
  5. Review the generated trigger configuration and each action step
  6. Make any needed adjustments by typing refinements into the prompt box
  7. Click Save when the workflow matches your requirements
  8. Click Publish to activate the workflow

Add a GPT Action to an Existing Workflow

Insert AI-generated text mid-workflow to personalize messages or analyze contact data.

  1. Open an existing workflow in the Workflow Builder
  2. Click the + button at the point where you want to add AI generation
  3. Search for GPT Powered by OpenAI in the actions list
  4. Select the action to add it to your workflow
  5. Choose a model from the dropdown:
    • GPT 5 Mini (default, works well for most use cases)
    • GPT 5 or GPT 5.1 for deeper reasoning and longer outputs
    • GPT 5 Nano for simple, fast responses
  6. Write your prompt in the text box. Use dynamic variables like {{contact.first_name}}, {{contact.email}}, or {{message.body}} to personalize the prompt
  7. Set the Temperature value:
    • 0.2 to 0.4 for consistent, predictable output (customer-facing content)
    • 0.6 to 0.8 for creative, varied output (brainstorming or drafts)
  8. Choose where to store the AI response (select a custom field from the dropdown)
  9. Save the action

Use GPT Output in Later Workflow Steps

Reference the AI-generated response in subsequent actions.

  1. After adding a GPT action, note its position in the workflow (e.g., the first GPT action is numbered “1”)
  2. Add a new action where you want to use the AI output (such as Send SMS or Send Email)
  3. In the message body or subject line, insert the dynamic variable {{chatgpt.1.response}} where “1” matches the GPT action’s position
  4. The AI-generated text will populate automatically when the workflow runs
  5. You can use this variable in:
    • SMS and email body text
    • Custom field updates
    • Webhook payloads
    • Conditional branching logic

Add AI Intent Detection

Analyze message sentiment and route contacts based on positive, negative, or neutral tone.

  1. Open your workflow in the Workflow Builder
  2. Click the + button to add a new action
  3. Search for AI Intent Detection in the actions list
  4. Add the action to your workflow
  5. Give the action a descriptive name (e.g., “Check Customer Sentiment”)
  6. Set the input text using a dynamic variable:
    • {{message.body}} to analyze the most recent message
    • {{custom_field}} to analyze survey responses or form data
  7. The action automatically creates three output branches: POSITIVE, NEGATIVE, and NONE
  8. Configure follow-up actions on each branch:
    • POSITIVE: Send a thank-you SMS, trigger a review request, add a “happy customer” tag
    • NEGATIVE: Create a task for manual follow-up, notify a manager, send an empathy-driven message
    • NONE: Send a clarifying follow-up question or route to manual review
  9. Save the action

Generate AI-Powered Email Content

Let AI write your email copy directly within the Send Email action.

  1. Add a Send Email action to your workflow
  2. Configure the From Name, From Email, and any CC/BCC recipients
  3. Click the Write with AI button inside the email body editor
  4. Select a tone: Friendly, Professional, Casual, or Neutral
  5. Type a brief description of the email’s purpose, target audience, and desired outcome
  6. Click Generate and review the AI-drafted subject line and body
  7. Edit the content as needed or click Regenerate with an updated prompt
  8. Click Use Email to insert the content into your Send Email action
  9. Save the action

Use the AI Assistant for Workflow Guidance

Access the in-builder chatbot for real-time help and suggestions.

  1. While in the Workflow Builder, click the AI Assistant icon in the bottom-left corner
  2. Ask the assistant questions like:
    • “What does this workflow do?”
    • “What action should I use to send an SMS?”
    • “How do I add a contact to a pipeline?”
  3. The assistant provides plain-language explanations and recommendations
  4. Use the assistant to troubleshoot unexpected behavior by describing the issue
  5. Export the conversation history for future reference if needed
  6. Provide feedback on responses using the built-in rating system

Test Your Workflow

Verify AI actions produce the expected output before activating the workflow for your full contact list.

  1. Create a test contact in your sub-account with realistic data
  2. Add the test contact to your workflow manually or trigger it through the configured trigger event
  3. Monitor the workflow execution in Automation > Workflows > Workflow Name > Logs
  4. Review the GPT action output stored in the custom field you selected
  5. Confirm that subsequent actions (SMS, email, branching) use the AI output correctly
  6. Check for any errors or unexpected behavior in the workflow logs
  7. Adjust prompts, temperature settings, or branching logic as needed
  8. Re-test with the same or different test contacts until behavior is correct

Next Steps

Now that your Workflow AI is configured, consider these advanced strategies:

  • Chain multiple GPT actions together to create multi-step AI processes
  • Combine GPT actions with AI Intent Detection for smart lead response workflows
  • Store GPT output in custom fields to build a searchable record of AI-generated content
  • Use the AI Builder’s Point and Edit feature to modify specific actions in complex workflows
  • Explore the Chat Mode in the AI Builder to brainstorm workflow strategies before committing changes
  • Read the full Workflow AI guide for advanced patterns and use cases
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